Senior Archives Assistant

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UNHCR - UN High Commissioner for Refugees

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Application deadline 14 days ago: Friday 5 Apr 2024 at 23:59 UTC

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Hardship Level (not applicable for home-based)

A (least hardship)Family Type (not applicable for home-based)

FamilyStaff Member / Affiliate Type

UNOPS LICA5Target Start Date

2024-05-01Job Posting End Date

April 17, 2024Terms of Reference

Las personas interesadas en postularse a esta vacante deben ser nacionales de El Salvador o deben tener un permiso de trabajo válido en El Salvador al momento de la aplicación, reclutamiento y contratación. Los ciudadanos no salvadoreños deben adjuntar un permiso de trabajo válido para ser considerados a esta vacante.Standard Job Description

Senior Archives Assistant

Organizational Setting and Work Relationships The Senior Archives Assistant functions under direct supervision of a professional Archivist who provides regular guidance and advice. Subject to the nature of the task/assignment, the incumbent will work independently on routine tasks, and will request and follow instructions of the supervisor for more complex issues.

All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR's core values of professionalism, integrity and respect for diversity.

Duties - Proactively guide and assist units, offices and working groups to implement filing structures compliant with UNHCR standards and adapted to their needs. - Implement UNHCR Records and Archives procedures and guidelines. - Monitor digital and physical records centres and archival repositories. - Maintain access and permissions of electronic filing systems. - Support and train users. - Arrange digital and physical spaces. - Monitor compliance with recordkeeping procedures and guidelines and take necessary actions to correct errors. - Produce accurate inventories of physical records transferred to Archives. - Apply records schedules to electronic and physical records. - Manage transfers of records from UNHCR units and offices. - Maintain electronic and physical repositories in good order and use the space efficiently. - Take the necessary actions to ensure the integrity and security of files in the repositories. - Search for and provide information to users and researchers in accordance with UNHCR access policy. - Prepare files for researchers. - Monitor the research room. - Digitize records and archives for preservation and dissemination when requested by the Archivist. - Facilitate digital access to physical records in the Archives. - Coordinate with archival and logistics service providers. - Correct errors in recordkeeping systems. - Search for, access and view all type of materials in the recordkeeping systems and within the Archives. - Withdraw or redact confidential materials, under the instructions from the Archivist. - Manage access and permissions in UNHCR recordkeeping systems. - Prepare records for destruction. - Capture specified significant records for maintenance in recordkeeping systems and archival repositories.

- Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s). - Perform other related duties as required.

Minimum Qualifications Years of Experience / Degree Level For G5 - 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher

Field(s) of Education Not applicable.

Certificates and/or Licenses Archives/Record Management (Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience Essential Experience using digital recordkeeping systems.

Desirable Training in Archives and/or Records Management.

Functional Skills *RC-Records management functional systems administration (Functional Skills marked with an asterisk* are essential)

Language Requirements For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English. For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language. For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.

All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power.

As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.

This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.

Required Languages



Desired Languages



Additional Qualifications


RC-Records management functional systems administrationEducation


Archives/Record Management - OtherWork Experience

Other information

Las y los candidatos/as preseleccionados deberán presentarse a una entrevista; también se puede administrar una prueba técnica y práctica.This position doesn't require a functional clearance Home-Based


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